OpenText Exstream - Asana Integration and Automation

Common Integration Use Cases Between OpenText Exstream and Asana

1. Automated task creation for customer communication production

Data flow: OpenText Exstream ? Asana

When a new statement, policy packet, bill run, or regulatory letter is initiated in OpenText Exstream, an Asana task can be created automatically for the responsible operations, content, or compliance team. The task can include the communication type, target audience, due date, approval owner, and production status.

Business value: Reduces manual coordination, improves visibility into communication production, and helps teams track deadlines for high-volume customer correspondence.

2. Approval workflow for regulated customer documents

Data flow: Bi-directional

OpenText Exstream can send document drafts or release-ready communication packages to Asana for review and approval by legal, compliance, and business stakeholders. Asana task completion or approval can then trigger the next step in Exstream, such as final rendering or distribution.

Business value: Strengthens governance for regulated communications and creates an auditable approval trail across departments.

3. Exception handling for failed or delayed output jobs

Data flow: OpenText Exstream ? Asana

If a print, email, web, or mobile output job fails in Exstream due to missing data, template errors, or delivery issues, an Asana task can be generated automatically for the support or production team. The task can capture the job ID, error details, impacted customer segment, and urgency level.

Business value: Speeds issue resolution, reduces missed customer communications, and improves operational continuity.

4. Cross-functional campaign coordination for personalized communications

Data flow: Asana ? OpenText Exstream

Marketing, product, or customer operations teams can manage campaign planning in Asana and trigger Exstream to generate personalized customer communications once content, audience, and timing are approved. This is useful for renewal notices, policy changes, service updates, and billing notifications.

Business value: Aligns campaign planning with communication execution and ensures personalized output is delivered on schedule.

5. Template and content update requests

Data flow: OpenText Exstream ? Asana

When a communication template, clause, or content block in Exstream requires revision, an Asana task can be created for the content owner or design team. The task can include the affected template name, version, reason for change, and required completion date.

Business value: Improves change management, reduces version confusion, and helps teams maintain consistent customer-facing content.

6. Production readiness tracking for new communication releases

Data flow: Bi-directional

Asana can be used to manage the launch checklist for a new Exstream communication, including content review, testing, compliance signoff, and deployment. Exstream can update the Asana task when templates are validated, test outputs are complete, or the release is ready for production.

Business value: Provides end-to-end visibility into release readiness and reduces delays caused by disconnected handoffs.

7. Customer communication incident management

Data flow: OpenText Exstream ? Asana

If a large-scale communication issue occurs, such as incorrect billing statements or a failed policy mailing, Exstream can create an incident task or project in Asana for coordinated response. Teams can track investigation, customer impact assessment, remediation steps, and communications to affected customers.

Business value: Supports faster incident response, clearer accountability, and better coordination across operations, compliance, and customer service teams.